Administrative Operations Specialist

KLJ is seeking a Business Administration Specialist to provide day-to-day administrative support for office staff and operations. This role serves as a key point of contact for office coordination, performing receptionist duties and assisting with a variety of administrative functions that support both internal teams and project work. Responsibilities include managing office logistics, coordinating supplies and mail, supporting meetings and events, and assisting with administrative components of project delivery.

The ideal candidate is organized, service-oriented, and enjoys helping teams operate efficiently while maintaining a high level of professionalism and customer service aligned with KLJ standards.

Provide day-to-day administrative support to office staff, including receptionist responsibilities such as answering phones, greeting guests, and responding to emails.

Manage incoming and outgoing mail, packages, and document distribution.

Order, stock, and organize office supplies and materials.

Coordinate meeting logistics including room preparation, catering coordination, and general event support.

Assist with general office administration including office upkeep and coordination with building management for maintenance or facility requests.

Support administrative help desk requests by logging, tracking, and assisting with ticket resolution.

Assist with onboarding logistics for new employees, including preparing work spaces, coordinating supplies, and supporting required documentation processes.

Provide support for employee departures including asset return coordination and completion of departure checklists.

Assist facilities with office space planning, seating map updates, and workspace preparation.

Provide administrative support to technical teams, including document preparation, records management, file organization, and project documentation support.

Assist project and marketing teams with proposal coordination, including tracking RFP timelines, document preparation, and proposal production assistance.

Support financial administrative tasks such as assisting with accounts receivable, accounts payable, invoice processing, petty cash management, and asset tracking as needed.

Exercise responsible and ethical decision-making regarding company funds and resources while adhering to KLJ policies and professional standards.

Perform additional administrative responsibilities as needed to support business operations.

High School Diploma or GED required or applicable experience.

1-3 years of administrative, office support, or business experience preferred
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Professional, responsive, and positive approach when interacting with colleagues, clients, and visitors.

Strong organizational, verbal, and written communication skills.

Excellent attention to detail with strong data entry accuracy.

Ability to manage multiple priorities in a fast-paced office environment.

Ability to work independently with guidance as well as collaboratively within a team.

Proficiency with Microsoft Office applications, including Word and Excel.

Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.

Valid driver’s license required due to occasional travel needs.

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities

Employee Must:

Frequently lift and move up to 10 pounds and occasionally lift and move up to 25 pounds and infrequently up to 50 pounds

At KLJ, we have a vested interest in the personal, financial, and professional goals of our employees. The salary for this position is expected to range between $17.00 - $26.00/hour. Factors that may be used to determine actual salary include education (or applicable experience), training, job location, competencies relevant to the role, and internal equity. We offer a competitive full suite benefit package including health, dental, vision, and life insurance, performance bonus, 401k, employee stock ownership program and a flexible…